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Tender Document Page 0 of 18

Tender for Supply of iPad devices and associated peripherals

Invitation to Tender for the Supply of iPad devices and associated peripherals

Section 0 - Introduction and BackgroundThe Trust requires the Supply of devices as identified within this Tender. The devices may be required to be delivered to multiple locations within the Trust.

The tender document comprises the following:

Section 1 Invitation to TenderSection 2 PreliminariesSection 3 Schedule

Appendices (tender return documents)

1.0 General1.1 Declaration1.2 Pricing Schedule1.3 General Questionnaire1.4 Evidence of accreditations enclosed / attached2.0 Collusive Tendering Certificate3.0 Confidentiality Agreement4.0 Supplementary Tender Checklist

This tender documentation is to be read in conjunction with any supporting documents, and any necessary allowances to achieve compliance with those documents must be included within the value submitted on the Form of Tender.

Section 1 – Invitation to Tender

1.0.1 Definitions

‘The Trust’ means Our Lady of Lourdes Catholic Multi-Academy Trust;‘The Employer’ means the Trust;‘Site’ and ‘Sites’ means the buildings including educational and administration establishments given in the Schedule;‘Agreement’ means this agreement as amended from time to time in accordance with clause 14.7.‘Contract Administrator’ means the designated person identified by the Trust;‘Supplier’ means the party tendering for this agreement;‘Schedule’ means the Specification;‘Charges’ means the charges payable by the Trust for the supply of the Devices in accordance with clause 7 and more particularly detailed in the Schedule;


‘Confidential Information’ means all secret or confidential commercial, financial and technical information, know-how, trade secrets, inventions, computer software and any other information in any form or medium, whether disclosed orally or in writing, together with all reproductions in any form or medium, and any part(s) of it;‘DPA’ means the Data Protection Act 1998 and any subordinate legislation made under the Act from time to time;‘EIR’ means the Environmental Information Regulations 2004, EC 517/2014 and any subordinate legislation made under the Act or regulation from time to time;‘FOIA’ means the Freedom of Information Act 2000, and any subordinate legislation made under the Act from time to time, together with any guidance and/or codes of practice issued by the Information Commissioner or relevant government department in relation to such legislation;‘Intellectual Property Rights’ means all patents, rights to inventions, utility models, copyright and related rights, trademarks, service marks, trade, business and domain names, rights in trade dress or get-up, rights in goodwill or to sue for passing off, unfair competition rights, rights in designs, rights in computer software, database right, topography rights, moral rights, rights in confidential information (including know-how and trade secrets) and any other intellectual property rights, in each case whether registered or unregistered and including all applications for and renewals or extensions of such rights, and all similar or equivalent rights or forms of protection in any part of the world;‘DBS’ and ‘DBS Check’ means an enhanced disclosure and barring service certificate issued within the previous 36 calendar Months at the date and time that access to Sites is requested;means the works identified in clause 18 - the schedule;‘Written Instruction’ means a written instruction to proceed with any works in addition to those explicitly stated in the schedule.

Tender Programme

1.3 The anticipated tender programme is as follows:

Date Stage29th July 2019 Tender Opens29th July 2019 Tender clarification and query period commences13nd August 2019, Midday Tender clarification and query period ends29th August 2019, Midday Tender Close (Return Date and Time)30th August 2019 Tender Evaluation6th September 2019 Potential date for Demonstrations6th September 2019 Provisional date for Intention to award notices16th September 2019 Contractor Appointment 16th September 2019 Contract Issued

Please note, due to this process running across the summer holiday period, there may be changes required to timeframes after tender close to allow for internal authorisations to occur.

Obligations to Tenderer and Tender Pricing Documents

1.4 Tenderers must ensure that they are fully familiar with the nature and extent of the obligations of the Instructions to Tenderers and Conditions of Tender, Tender and Pricing Document and be aware that the performance standards will be strictly enforced. The Tenderer will be deemed to have read, examined and


accepted the Instructions to Tenderers, Tender and Pricing Document and the requirements contained therein prior to the submission of the Tender. It is the responsibility of Tenderers to obtain themselves, at their own expense, all information necessary for the preparation of their tender.1.5 This Invitation to tender is intended for the addressee only. If you intend using Sub-contractors to help fulfil the Contract, this must be clearly stated within your response.

Accuracy1.6 You are advised to check the accuracy of your Tender prior to submission.

Form of Submission1.7 Tenderers shall complete and return the Tender response documents.1.8 The Tender must be submitted duly signed. Any items for which you are unable to offer a price should be identified. Any other revisions to the Tender may invalidate the tender submitted.

Expenses/ Losses1.9 The Trust will not be responsible for payment of costs, expenses or losses which may be incurred by any Tenderer in the preparation and submission of their Tender, including site visits, attending pre or post contract presentations/ interviews or negotiations in connection therewith.

Format of Tender Submissions1.10 All tenders are to be returned to the Trust as detailed in section 1.34 of this document.1.11 The Trust cannot undertake to give consideration to any tender submitted otherwise, including telephone, email, and facsimile.1.12 The closing time and date for receipt of tenders is given in clause 1.3. Any tender submissions received after the closing date will be rejected. The contractor must ensure that they leave adequate time prior to the closing date to submit their response.1.13 Tenders not in accordance with these instructions will be rejected.1.14 Tender responses will not be opened until after the closing date for receipt of tenders has elapsed.1.15 No useful purpose is served by enquiring the result of competitive tendering – tenderers are notified as early as possible.

Unsuccessful Tenders

1.16 Notification of proposed award of contract will be given to all tenders during which time, unsuccessful tenderers may request a de-brief from The Trust in respect of their tender submission and evaluation itself.

Successful Tender1.17 An authorised representative of The Trust will notify the successful tenderer.

Invitation to Tender Material1.18 ITT material means information issued to the Tenderer by The Trust or on its behalf, or to which theTenderer has been given access, for the purposes of this ITT. ITT material remains the property of The Trust or other owners and is released solely for the purpose of tendering.1.19 Return of ITT Material: In the event that a recipient of ITT Material decides not to participate in the submission of a tender, the ITT Material shall be returned to its place of issue without delay. If a tender is submitted to The Trust, the ITT Material may be retained by the Tenderer until the result of the competition is known. In the event that the Tenderer’s bid is unsuccessful the ITT Material shall be returned to its place of issue without delay. This will not apply to written material as it is sent out electronically.1.20 Intellectual Property Rights in ITT Material: The Intellectual Property in ITT Material will belong to The Trust or a third party. The ITT Material may only be used for the purpose of responding to this ITT and shall not be copied,


or disclosed to anyone other than employees of the Tenderer involved in the preparation of the tender, without the prior written approval of The Trust. The Trust or the third party owner may suffer damage for which compensation may be sought from a Tenderer, if the Tenderer discloses the ITT Material other than to employees involved in the tender preparation, or uses the ITT Material other than for the purpose of tendering.

Consultants, Contractors, Sub-Contractors and Suppliers1.21 It is the responsibility of Tenderers to provide proposed Sub-Contractors and Suppliers where applicable for all the technical and commercial information necessary to allow those potential Sub-Contractors and Suppliers to provide their proposals to the Tenderer. The Trust will not answer to any direct approach from such potential Sub-Contractors and Suppliers for details of any particular Invitation to Tender.1.22 Tenderers are required to submit with their tender a schedule of lead-in and construction times.

Errors in Tenders1.23 Tenderers will be given the opportunity to either stand by any genuine errors in their pricing or withdraw from the tendering process.

Confidentiality1.24 Tenderers are to note the following:a) They must not communicate any figures or other information indicating tender prices to any third party before the time set for the return of Tenders. (The only exception to this requirement is for the obtaining of insurance quotations, such information to be given in strict confidence).b) They must not obtain or try to obtain any information in connection with any other Tender before the time set for the return of Tenders.c) They must not make or discuss any arrangement with any third party regarding whether or not they should tender, or about their, or any other party’s Tender.d) They shall not, without any prior approval in writing, take, or authorise the taking of, any photographs of any project for use in publicity or advertising or publish alone, or in conjunction with others, any articles, photographs or other illustrations relating to any project or any part thereof, nor impart to any publication, journal, newspaper, film or any radio or television programme any information relating to any project.e) Tenderers are required to submit a signed ‘Declaration’ as provided for return with their tender.

Tender Queries

1.25 During the tender period all queries should be made via Mr W Ottewell at the following email address: [email protected] All written tender queries will be endeavoured to be acknowledged within 3 working days.1.27 For the purposes of transparency and equality, copies of all requests for information or queries will be sent to all suppliers but will not identify the source of the enquiry.1.28 Tender queries received within three working days before return of tenders will not be answered.

Tender Information/ Revisions

1.29 At any time after the issue of the tender, The Trust reserves the right to issue changes to Tender Information/ requirements. Tenderers, when preparing their submissions, must, as with the information generated by Tender Queries and Responses take these changes into account in drawing up offer(s).1.30 No alterations or qualifications to any of the tender documents shall be made unless they have been agreed in writing by the Trust.1.31 The purpose of this Invitation to Tender is to elicit an unequivocal bona-fide tender which is capable of acceptance for the purpose of appointing a contractor.1.32 The Tenderer’s submission should not include any brochures or commercial information.


mailto:[email protected]

Tender Acceptance

1.33 The Trust does not bind itself to accept the lowest or any tender and may refuse to consider any tender which is incomplete or qualified in any way or not completed in strict accordance with the instructions contained within the tender documents.


1.33.1 Tender EvaluationThe award criteria for this tender will be based on the most economically advantageous tender in terms of the criteria below:

Criteria WeightingPricing 60%General Questionnaire 30%MDM Demonstraton 10%

Pricing

This section will be evaluated on a best cost value. This section will be scored on a comparative basis with the lowest bid receiving 100% of the available marks (60% following weighting). All other Tenders will be compared against that lowest Tender and be awarded a mark (up to a maximum of 60% following weighting) using the following formula:

Tender Value Score1st Lowest 60% - 0%2nd Lowest 60% - 3%3rd Lowest 60% - 6%…etc.

General Questionnaire

This section will be objectively assessed by an evaluation panel and attracts a maximum 30% weighting. Each question will be scored out of 5, with a response which provides an unacceptable level of information and lack of features receives a zero score, and a very high quality response with significant information and high level of features would score 5. This score will be averaged within the panel and then weighted according to the question sheet.

MDM Demonstration

The top 3 scored tenderers after the Pricing and General Questionnaire have been evaluated will be invited to demonstrate the capabilities of the MDM solution they propose.

Tender Return Information

1.34 Tender returns must be sent via email as following:

Subject: Tender Response – Supply of iPad devicesTo: [email protected]

Section 2 – Preliminaries

BACKGROUNDA number of academies within the Trust, as part of a rolling replacement programme, require laptops to replace current devices. Due to budgetary reasons, and to ensure the devices purchased are of high quality and durable for the environment in which they are being used, the Trust wishes to procure refurbished laptops with suitable warranties to ensure ongoing service of the devices.


EMPLOYER (CLIENT)Name: Our Lady of Lourdes Catholic Multi-Academy TrustAddress: Our Lady of Lourdes Catholic Multi-Academy Trust, Loxley House, First Floor West, Tottle Road, Riverside Business Park, Nottingham NG2 1RT

Contact: Mr W OttewellTelephone: 0115 851 54 54Email: [email protected]

CONTRACT ADMINISTRATOR (CA)Name: Mr W OttewellAddress: Our Lady of Lourdes Catholic Multi-Academy Trust, Loxley House, First Floor West, Tottle Road, Riverside Business Park, Nottingham NG2 1RTTelephone: 0115 851 54 54Email: [email protected]

EXECUTIONThe contract will be executed as a CONTRACT.

CONTRACT TENDERING

SCOPEGeneral: These conditions are supplementary to those stated on the form of tender.

TENDERING PROCEDUREGeneral: In accordance with the requirements of THIS DOCUMENT.Arithmetical errors: Alternative 1 is dominant (stand by or withdraw).

EXCLUSIONSInability to tender: Immediately inform if any parts of the work as defined in the tender documents cannot be tendered.Relevant parts of the work: Define those parts, stating reasons for the inability to tender.

ACCEPTANCE OF TENDERAcceptance: No guarantee is offered that any tender will be recommended for acceptance or be accepted, or that reasons for non-acceptance will be given. Acceptance will be in the form of an official purchase order from the Trust.Costs: No liability is accepted for any cost incurred in the preparation of any tender.

PERIOD OF VALIDITYPeriod: After submission or lodgement, keep tender open for consideration (unless previously withdrawn) for not less than 90 days. On appointment the tender price is accepted and may not be adjusted.


Section 3 - Schedule

SPECIFICATION

Specification for the Supply of iPad devices – the Trust is initially looking at a purchase of 40 devices and may purchase keyboard/case combinations and trolleys to secure these devices as options

DEVICE SPECIFICATION1 Devices must be brand new, current generation iPad devices with the standard specification, unless differently

specified below2 Devices must be wifi only (not cellular)3 Devices must be Space Gray in colour4 Devices must have 32GB storage capacity

OPTIONAL KEYBOARD/CASE SPECIFICATION1 Keyboard/case must be made to specifically fit the current generation iPad device specified above2 Keyboard/case must provide both front and back protection for the Device when closed3 Keyboard must be a British English keyboard4 Keyboard must be full sized keys5 Keyboard must not be able to be disconnected from the case (ie not split unit)

RESALE OF OLD DEVICES1 A mechanism for resale of old devices (iPad 4th Generation) must be made available to the academy2 Old devices will be as device only, and should be assumed to be in good working condition

ENVIRONMENTAL REQUIREMENTS1 Any packaging material must be either recycled by the supplier, or preferably reused to reduce environmental

impact of the procurement2 Deliveries of equipment should be made as environmentally as possible (eg single delivery rather than

multiple)

OPTIONAL DEVICE MANAGEMENT1 The academy intends to start proactively managing both their current and new devices and are looking for a

multi-user, multi-location device management solution2 The academy requires a web-based MDM which allows remote installation of apps, restriction policies, device

security features and lock down of devices3 The MDM must provide features for iOS, Android, and Windows devices4 The MDM must be capable of working with Apple School Manager, Apple Classroom and be kept up to date

with Apple features, both from a client OS point of view and management point of view.5 The academy are optionally wanting the supplier to initially setup the MDM with basic policies, Apple School

Manager integration, enrol the new devices and train members of staff in the academy to enrol further devices (and provide assistance in getting older devices added to School Manager and DEP)


Tender Return Documents

Appendix 1.0 General

Tender Format: Open TenderContract: Supply of iPad devices

Addresses: Academies across TrustPlanned Delivery Date: October 2019

Revision: A

Tender Close Date: Midday, 29th August 2019Return Tender to:

[email protected]

Appendix 1.1 Declaration

Having examined carefully and understood the tender documents for this contract/service, I/We hereby submit my/our proposal to supply the goods/services subject to the terms and conditions set out in the tender, specification and other documents (if any) at the prices and rates contained in the appendices 1.2 .

I/We wi l l keep our bid valid and open for acceptance by the Our Lady of Lourdes Catholic Multi Academy Trust until the expiry of 90 days from the last date for the receipt of tenders. I/We understand that you are not bound to accept the lowest or any tender you may receive and you will not pay any expenses incurred by us in connection with the preparation and submission of this tender.

I/We declare that to the best of my/our knowledge the responses submitted in this tender are a correct and true representation. I/We understand that the information will be used in the process to assess my/our organisation’s ability to deliver the stated requirements. I/We understand that the tender may be rejected if there is a failure to answer all relevant questions fully or if I/We provide false/misleading information. Unless and until a formal Contract is prepared and executed this Tender together with your written acceptance thereof shall constitute a binding Contract between us.

Contractor Name:

Company Reg Number:

Company VAT Number:

Signed: Date:

Name of signatory:

Position of signatory:

Contractors Insurer:

Period of Cover From: To: Liability (£m) Public: Product:


Appendix 1.2 Pricing Schedule

The Tenderer shall enter in this Schedule the prices for devices listed. Please fill in grey boxes.

Item Model Details Number of Devices Per Device Cost Total Line Cost

iPad 32GB, Wifi, Space Gray, current generation 40

Optional Case 40

MDM 40

Install 40

Total Device, Case and MDM

Old Devices Resale of iPad 4th Generation devices 30

OtherAny other cost reductions

Total all items


Appendix 1.3 General Questionnaire

Please detail examples of any current iPad deployments you have completed within MATs using MDM

Response (Max 500 words):

Scoring 5%

Please detail what you would do as part of any installation purchased, including setup of devices, peripherals, MDM, disposal of packaging, etc.Response (Max 500 words):

Scoring 5%

Please detail any device support you would provide to the Trust during the warranty period of the devices.


Scoring 5%

Please provide details of any value added services you would provide to the Trust as part of supply of these devices.



Scoring 5%

Please detail any training you would offer as part of the tender and any additional training which could be purchased.Response (Max 500 words):

Scoring 5%

Please provide information how you would support the Trust in being more environmentally friendly, both through the initial deployment of the iPads and ongoing.Response (Max 500 words):

Scoring 5%

Please provide any further information you feel is relevant to this tender. Please note, this will not be scored, but may be used for information and gathering an understanding of your experience within the sector.


Response (Max 750 Words):


Appendix 2.0 Collusive Tendering Certificate

To: Finance Director, Our Lady of Lourdes Catholic Multi Academy Trust in response to Tender for the Supply of iPad Devices

I/We declare that:

1. This is a bona fide tender, intended to be competitive, and that I/we have not fixed or adjusted the amount of the tender by or in accordance with any agreement or arrangement with any other person.

2. I/We have not done and I/we undertake that I/we will not do at any time before the hour and date specified for the return of this tender any of the following acts:

a. communicate to a person other than the person calling for those tenders the amount, or approximate amount of the proposed tender except where disclosure, in confidence, of the approximate amount of the tender was necessary to obtain premium quotations required for the preparation of the tender;

b. enter into any agreement or arrangement with any other persons that they shall refrain from tendering or as to the amount of any tender to be submitted;

c. offer or pay or give or agree to pay or give any sum of money or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other tender or proposed tender for the said work any act or thing of the sort described above. We acknowledge that if we, or anyone who acts on our behalf behaves improperly or commits an offence under the Prevention of Corruption Acts 1889-1916, Our Lady of Lourdes Catholic Multi Academy Trust or the Academy tendering for services may cancel the contract and recover all costs and losses.

In this certificate, the word ‘person’ includes any persons or anybody or associated, corporate or unincorporated, and ‘any agreement or arrangement’ includes any such transaction, formal or informal, and whether legally binding or not.

Signature ………………………………………………………

Position held ………………………………………………………

Name and Address of Supplier ..……………………………………………………………………………………………………………………………………………………………………

Dated ………………………………………………………


Note to Organisation: Refusal to give this declaration and undertaking means that your tender will

not be considered.

Appendix 3.0 Confidentiality Agreement

Appendix 3: Confidentiality Agreement

To: Director of Estates and Facilities, Our Lady of Lourdes Catholic Multi Academy Trust in response to Tender for the Supply of iPad devices.

I/We declare that:1. This agreement is made on the understanding that the disclosing party has, and will retain, all rights to the

documents and files that are subject to copyright and their trademarks, whether registered or not, and other intellectual property. Further the receiving party hereby agrees that all information, whether oral, written or otherwise communicated that is supplied by the disclosing party in the course of the project shall be treated as confidential.

2. The receiving party undertakes not to use the information for any purpose, other than for the purpose of working within the project specification, without obtaining the prior written agreement of the disclosing party.

3. This agreement applies to technical and commercial information, intellectual property, as well as goodwill and know-how contained within the disclosed information and supplementary or supporting data howsoever communicated between the parties.

4. This agreement does not apply either to any information that is in the public domain, nor to information which the receiving party can demonstrate was:

a. already lawfully in their possession prior to its disclosure by the other party, or;b. acquired without the direct or indirect involvement of the disclosing party.

5. On request from the other party either party shall return any documents or other information relating to this agreement. No unauthorised copies in any form are permitted to be retained.

6. Signature to this agreement does not create a licence, title or interest in respect of any intellectual property rights of the disclosing party.

7. After three years from the date of this agreement both parties shall be relieved of all obligations under this agreement.

In this confidentiality agreement, the word ‘person’ includes any persons or anybody or associated, corporate or unincorporated, and ‘any agreement or arrangement’ includes any such transaction, formal or informal, and whether legally binding or not.

Signature ………………………………………………………

Position held ………………………………………………………

Name and Address of Contractor ..……………………………………………………

………………………………………………………

………………………………………………………


Note to Organisation: Refusal to give this declaration and undertaking means that your tender will

not be considered.

Dated ………………………………………………………Appendix 4.0 Supplementary Tender Checklist

Appendix Title YES NO

1.1 Declaration

1.2 Appendix 1.2 Pricing Schedule

1.3 General Questionnaire

1.3 Evidence of accreditations enclosed / attached

2.0 Collusive Tendering Certificate

3.0 Confidentiality Agreement

4.0 Supplementary Tender Checklist

Signature ………………………………………………………

Position held ………………………………………………………

Name and Address of Contractor ..……………………………………………………

………………………………………………………

………………………………………………………

Dated ………………………………………………………


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